Use Datasheet view in 64-bit Office 2010

 

By default, the Datasheet view of a list or library is not supported when you are using the 64-bit version of Microsoft Office 2010 installed on a 64-bit Windows operating system.

If you want to use Datasheet view, we recommend that you install the 32-bit version of Microsoft Office on a 64-bit Windows operating system.

If your business needs require using the 64-bit version of Office 2010, you can install the 2007 Office System Driver: Data Connectivity Components to enable the Datasheet component. These components are available here on the Microsoft download center:

2007 Office System Driver: Data Connectivity Components

Find out if your Office is 32- or 64-bit

To find the bit version of Microsoft Office 2010, on the File tab, Click Help, and then note the bit version under the About section.

Find more information about 64-bit Office 2010 in the See Also section.

About installing the 2007 Office System Driver: Data Connectivity Components

The 2007 Office System Driver: Data Connectivity Components install a 32-bit version of the Datasheet component that will work with the 64-bit version of Office 2010 as long as you are using a 32-bit version of an Internet browser.

IMPORTANT    If you are using a 64-bit version of an Internet browser, for example the 64-bit version of Microsoft Internet Explorer 8.0, there is no support for the Edit in Datasheet feature.

You must install all 64-bit versions of Office products before you install the 2007 Office System Driver: Data Connectivity Components.

For example, if you plan to install Microsoft Project 2010, Microsoft Visio 2010, or Microsoft SharePoint Designer 2010, components that are not installed as part of an Office 2010 suite, you must install the 64-bit versions of these products before you install the Data Connectivity Components.

Other reasons Datasheet view might not work

There might be other reasons why Datasheet view is not working, including the following:

• A datasheet component compatible with SharePoint 2010 is not installed.
• Your browser does not support ActiveX controls.
• Certain libraries and lists do not support Datasheet view, such as a slide library, and therefore the Datasheet view command is dimmed.

Next

Install

OK

If you select a List in SharePoint 2010 now and select

It WILL open in Datasheet View

Technorati Tags: Datasheet View,SharePoint Lists,SharePoint 2010

Disable or enable Metadata Publishing in SharePoint 2013

 

To disable or enable Metadata Publishing, follow these steps:

1. Go to the list or library for which you want to configure Metadata Publishing.
2. On the List or Library tab of the ribbon, click List Settings or Library Settings.
3. Under Permissions and Management, click Enterprise Metadata and Keywords Settings.
4. In the Metadata Publishing section, under Save metadata on this list as social tags do one of the following:

• To publish values in Managed Metadata and enterprise keywords fields to social tagging and My Site profiles, select the check box.
• To prevent values in Managed Metadata and enterprise keywords fields from being exposed to social tagging and My Site profiles, clear the check box.

5. Click OK.

 

You can control whether the terms or keywords that are added to the Managed Metadata or enterprise keywords columns in a list or library become available as keywords for social tagging. For example, if your list contains sensitive information, you might not want the keyword values to be visible. To restrict access to keywords, you might want to disable Metadata Publishing.

NOTE    By default, terms from a local term set that was created in the context of a specific site collection are excluded from Metadata Publishing. Local term sets are not available for use in social tagging or as Enterprise Keywords.

Tags van Technorati: Social Tagging,Enterprise Keywords,Managed Metadata,Metadata Publishing,SharePoint 2013

Add an enterprise keywords column to a list or library in SharePoint 2013

 

Add an enterprise keywords column to a list or library

1. Click Library Settings or List Settings on the ribbon for the library or list.
2. In the Permissions and Management column, click Enterprise Metadata and Keyword Settings.
3. On the settings page, in the Add Enterprise Keywords section, select the check box for Add an Enterprise Keywords column to this list and enable Keyword Synchronization.

 

Users add enterprise keywords to items on a SharePoint site so that they can use the keywords for tagging and to develop a folksonomy. Enterprise keywords are a good way to capture some of the knowledge of the people who use the content. To make it easy for users to add keywords, you can add a special enterprise keywords column to a list or library. Then, to add a keyword to an item, users just select the item and enter the word or phrase they want in the item properties.

Tags van Technorati: Enterprise Keywords,managed metadata,columns,SharePoint 2013

Set up metadata navigation for a list or library in SharePoint 2013

You must have a least the Manage Lists permission level to set up metadata navigation for a list or library.

1. Go to the list or library for which you want to configure metadata navigation.
2. Click the List or Library tab of the ribbon, and then click List Settings or Library Settings.
3. Under General Settings, click Metadata navigation settings.

In the Configure Navigation Hierarchies section, select the field or fields that you want to display in the navigation hierarchy and then click Add.

4. By default, the navigation tree displays folders. If you do not want folders to display, select Folders, and then click Remove.
5. In the Configure Key Filters section, select the fields that you want to add as Key Filters, and then click Add.
6. In the Configure automatic column indexing for this list, specify whether you want to create indexes automatically on this list. This improves the performance of the queries that users perform when they use the navigation tree and Key Filter columns that you specified. It is recommended that you select the option Automatically manage column indices on this list.
7. Click OK.

 

Why use Metadata Navigation?

To make it easier for users to find content in large lists and libraries, you can set up metadata navigation. Metadata navigation enables users to filter and find content in lists and libraries by using a navigation tree. They can also apply Key Filters, which work in combination with the navigation tree to refine the list of items that display.

When you set up metadata navigation, you can determine which columns from the library appear in the tree, and you can specify Key Filters. The following illustration shows a simple navigation tree that is based on content type.

 

Tags van Technorati: Metadata Navigation,Key Filters,managed metadata,SharePoint 2013,Lists,Libraries

Create a managed metadata column in SharePoint 2013

IMPORTANT    You must be a Site Collection Administrator to create or configure site columns. You must have the Manage Lists permission level to create columns for lists or libraries. By default, site owners have Manage Lists permission.

1. You can create column for managed metadata column for lists and libraries, or you can create a site column. Create the column by choosing one of the following procedures:

• Create a site column.

To create a site column for managed metadata, follow these steps:

1. On the Home page, select Site Contents.
2. On the Site Contents page, click Settings.
3. Under Web Designer Galleries, click Site columns.
4. On the Site Column page, click Create.
5. On the New Site Column page, in the Name and Type section, type the name of the column

• Create list or library column.

To create a managed metadata column for a list or library, follow these steps:

1. Go to the list or library where you want to create the column.
2. On the List or Library tab of the ribbon, click List Settings or Library Settings, as appropriate.
3. In the Columns section, click Create Column.
4. On the Create Column page, in the Name and Type section, type the name of the column.

2. In The type of information in this column is section, choose managed metadata.
3. In the Group section, select a group for the column or create a group for it.
4. In the Additional Column Settings section, type a description and specify whether the value is required. You can also specify whether you want to enforce unique values for the column.
5. In the Multiple Value field section, specify whether you want to allow multiple values in the column.

   IMPORTANT    If you allow multiple values in the column, users won’t be able to sort on this column.

6. In the Display format section, specify whether to display only the term label, or to display the term and its full path in the term set hierarchy.
7. In the Term Set Settings section, do one of the following:

• To use an existing term set, select Use a managed term set, and then search or browse for the name of the term set. After you select the term set name, you can specify whether to allow users to fill-in values, and set a default value for the column.
• To create a term set for this column, select Customize your term set, and type a description for the term set. Then, click Edit Using Term Set Manager.

Click OK.

 

A managed metadata column lets you control the information that people can enter into a column. Users select the terms or phrases that they enter in the column from a pre-defined set of managed terms.

The following illustration shows how this works. The document library in the illustration has a managed metadata column called “Discover ECM”. To enter values in the column, a user edits the properties for an item in the library (in this case, the item is a spreadsheet). The name of the managed metadata column, Discover ECM, is the label for a field on the properties page. To see a list of terms, users just click the tags icon.

When you set up a managed metadata column, you can use an existing term set, or you can add a term set specifically for this purpose.

 

Tags van Technorati: Managed Metadata,SharePoint 2013,Term Set

Synchronize a SharePoint list with a spreadsheet program

To synchronize a SharePoint list, you must have a compatible spreadsheet program, such as Excel 2010, installed on your client computer, and you must have read permission to the list.

Synchronize a SharePoint list with a spreadsheet program

NOTE    The following instructions use Excel 2010 as an example. If you are using a different spreadsheet program, consult the Help information for that program.

1. Navigate to the SharePoint site that contains the list you want to synchronize with a spreadsheet program.
2. Click the name of the SharePoint list on the Quick Launch, or click Site Actions, click View All Site Content, and then in the appropriate list section, click the name of the list.

NOTE    A SharePoint site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

3. On the ribbon, click the List tab, and then in the Connect & Export group, click Export to Spreadsheet.
4. If you are prompted to confirm the operation, click OK.
5. In the File Download dialog box, click Open.
6. If you are prompted whether to enable data connections on your computer, click Enable if you believe the connection to the data on the SharePoint site is safe to enable.

Excel creates an Excel Table with a data connection based on a Web query file.

To see further changes made to the SharePoint list in spreadsheet program, you must manually update the data. For example in Excel 2010, in the Excel table connected to a SharePoint list, on the Design tab, in the External Table Data group, click Refresh.

 

Introduction to synchronizing a SharePoint list with a spreadsheet program

You can synchronize data between a SharePoint list and a compatible spreadsheet program, and keep both sets of data up-to-date. For example you may want to maintain a product inventory in a SharePoint list so it’s easy to share and update, but also do periodic inventory analysis by using a spreadsheet program, such as Excel 2010.

There are three ways to synchronize data between a SharePoint list and a spreadsheet program. Whichever way you choose, this synchronization is one-way, or unidirectional. Changes made in the SharePoint list can be updated in the spreadsheet program, but any changes that you make in the spreadsheet program are not written to the SharePoint list.

To synchronize a SharePoint list, you must have a compatible spreadsheet program, such as Excel 2010, installed on your client computer, and you must have read permission to the list.

NOTE    You cannot synchronize a SharePoint external list with a spreadsheet program.

 

Synchronizing list data by using the Export to Spreadsheet command

You can synchronize the data in a SharePoint list with a compatible spreadsheet program by using the Export to Spreadsheet command in the list ribbon. As the SharePoint list continues to be updated, depending on your spreadsheet program, you can also use a command in your spreadsheet program to manually update your spreadsheet with the latest data.

For example in Excel 2010, you can refresh the data connection, which replaces and overwrites the Excel data with the current list data. If your SharePoint list contains folders, the folder structure does not appear in the resulting Excel table. However, the Item Type and Path columns are added to the Excel table so you can filter and sort the data, based on its type and location or subfolder of the list.

Synchronizing list data by using the Query List with Excel command in Datasheet view

If you have Excel 2010 installed on your client computer, you can also synchronize a SharePoint list from Datasheet view by using the Query List with Excel command available in the Datasheet view task pane. Using additional commands in the task pane, you can also synchronize the list data and do the following:

• Create an Excel chart
• Create an Excel PivotTable
• Print the list from Excel

Synchronizing list data by using the Export Table command in Excel

From Excel 2010, you can also export an existing Excel table to a new SharePoint List by using the Export Table to SharePoint List Wizard. This approach is useful when you already have the data in an Excel table and you want to create a SharePoint list during the synchronization process.

 

Tags van Technorati: Excel 2010,Spreadsheet,Lists,SharePoint 2010

Create or delete a list

Create a list

1. Click Site Actions, and then click More Options.
2. On the left, click List, and then choose the kind of list you want to create.
3. Click More Options.
4. Type the name for the list. A name is required.
   The name appears at the top of the list in most views, becomes part of the web address for the list page, and appears in site navigation to help users find the list. You can change the name of a list, but the web address remains the same.
5. Type the description for the list. A description is optional.
   The description appears under the name in most views. Some kinds of lists can receive content by e-mail. If you plan to enable the list to receive content by e-mail, you can add the e-mail address of the list to its description, so that people can easily find the e-mail address. You can change the description for a list.
6. To add a link to the Quick Launch, verify that Yes is selected in the Navigation section.
7. Click Create.

Delete a list or calendar

1. Go to the list that you want to delete.
2. At the top, click either the Calendar tab or List tab.
3. Click List Settings.
4. Click Delete this list, and then click OK.

Tags van Technorati: Lists,SharePoint 2010

How to turn on Inline Editing in SharePoint 2010

Datasheet View in SharePoint 2010 will not work when one of the below is true

• You are using 64bit Office (Office 2003, 2007 and 2010 are only x32 supported)
• You are using 64bit Internet Explorer
• A datasheet component compatible with SharePoint 2010 is not installed.
• Your browser does not support ActiveX controls.
• Certain libraries and lists do not support Datasheet view, such as a slide library, and therefore the Datasheet view command is dimmed.

As an alternative you can use Inline Editing

1. On the List tab, click Modify View.
2. On the Modify View page, scroll down and find the Inline Editing section.
3. Click the plus sign next to Inline Editing.
4. Select the Allow Inline Editing check box.
5. Scroll to the bottom of the page and click OK.

Tags van Technorati: Inline Editing,Datasheet View,Views,SharePoint 2010

Apply Information Rights Management to a list or library

You can use Information Rights Management (IRM) to help control and protect files that are downloaded from lists or libraries.

Apply IRM to a list or library

Microsoft Active Directory Rights Management Services (AD RMS) supports Information Rights Management for sites. No separate or additional installations are required.

Before you apply IRM to a list or library it must first be enabled in Central Administration for your site.

Additionally, a server administrator must install protectors on all front-end Web servers for every file type that the people in your organization want to protect by using IRM.

To apply IRM to a list or library, you must have at least the Design permission level for that list or library.

1. Go to the list or library for which you want to configure IRM.
2. On the ribbon, click the Library tab, and then click Library Settings (If you are working in a list, click the List tab, and then click List Settings).
3. Under Permissions and Management, click Information Rights Management.
   If the Information Rights Management link does not appear, IRM might not be enabled for your site. Contact your server administrator to see if it is possible to enable IRM for your site. The Information Rights Management link does not appear for picture libraries.
4. 
5. On the Information Rights Management Settings page, select the Restrict permission to documents in this library on download check box to apply restricted permission to documents that are downloaded from this list or library.
6. 
7. In the Create a permission policy title box, type a descriptive name for the policy that you can use later to differentiate this policy from other policies. For example, you can type Company Confidential if you are applying restricted permission to a list or library that will contain company documents that are confidential.
8. In the Add a permission policy description box, type a description that will appear to people who use this list or library that explains how they should handle the documents in this list or library. For example, you can type Discuss the contents of this document only with other employees if you want to restrict access to the information in these documents to internal employees.
9. To apply additional restrictions to the documents in this list or library, click Show Options, and do any of the following:

10.     After you finish selecting the options you want, click OK.

 

What is Information Rights Management?

Information Rights Management (IRM) enables you to limit the actions that users can take on files that have been downloaded from lists or libraries. IRM encrypts the downloaded files and limits the set of users and programs that are allowed to decrypt these files. IRM can also limit the rights of the users who are allowed to read files, so that they cannot take actions such as print copies of the files or copy text from them.

You can use IRM on lists or libraries to limit the dissemination of sensitive content. For example, if you are creating a document library to share information about upcoming products with selected marketing representatives, you can use IRM to prevent these individuals from sharing this content with other employees in the company.

On a site, you apply IRM to an entire list or library, rather than to individual files. This makes it easier to ensure a consistent level of protection for an entire set of documents or files. IRM can thus help your organization to enforce corporate policies that govern the use and dissemination of confidential or proprietary information.

How IRM can help protect content

IRM helps to protect restricted content in the following ways:

• Helps to prevent an authorized viewer from copying, modifying, printing, faxing, or copying and pasting the content for unauthorized use
• Helps to prevent an authorized viewer from copying the content by using the Print Screen feature in Microsoft Windows
• Helps to prevent an unauthorized viewer from viewing the content if it is sent in e-mail after it is downloaded from the server
• Restricts access to content to a specified period of time, after which users must confirm their credentials and download the content again
• Helps to enforce corporate policies that govern the use and dissemination of content within your organization

How IRM cannot help protect content

IRM cannot protect restricted content from the following:

• Erasure, theft, capture, or transmission by malicious programs such as Trojan horses, keystroke loggers, and certain types of spyware
• Loss or corruption because of the actions of computer viruses
• Manual copying or retyping of content from the display on a screen
• Digital or film photography of content that is displayed on a screen
• Copying through the use of third-party screen-capture programs
• Copying of content metadata (column values) through the use of third-party screen-capture programs or copy-and-paste action

How IRM works for lists and libraries

IRM protection is applied to files at the list or library level. When you enable IRM for a list or library, you can protect any file type in that list or library for which a protector is installed on all front-end Web servers. A protector is a program that controls the encryption and decryption of rights-managed files of a specific file format.

SharePoint includes protectors for the following file types:

• Microsoft Office InfoPath forms
• The 97-2003 file formats for the following Microsoft Office programs: Word, Excel, and PowerPoint
• The Office Open XML Formats for the following Microsoft Office programs: Word, Excel, and PowerPoint
• The XML Paper Specification (XPS) format

If your organization plans to use IRM to protect any other file types in addition to those listed above, your server administrator must install protectors for these additional file formats.

When IRM is enabled for a library, rights management applies to all of the files in that library. When IRM is enabled for a list, rights management applies only to files that are attached to list items, not the actual list items.

When people download files in an IRM-enabled list or library, the files are encrypted so that only authorized people can view them. Each rights-managed file also contains an issuance license that imposes restrictions on the people who view the file. Typical restrictions include making a file read-only, disabling the copying of text, preventing people from saving a local copy, and preventing people from printing the file. Client programs that can read IRM-supported file types use the issuance license within the rights-managed file to enforce these restrictions. This is how a rights-managed file retains its protection even after it is downloaded from the server.

The types of restrictions that are applied to a file when it is downloaded from a list or library are based on the individual user's permissions on the site that contains the file. The following table explains how the permissions on sites correspond to IRM permissions.

 

Tags van Technorati: IRM,Information Rights Management,Libraries,Lists,AD RMS,SharePoint 2010,SharePoint 2013,Central Administration

Turn on support for multiple content types in a list or library

 

Turn on multiple content types in a library

1. Open the library for which you want to enable multiple content types.

NOTE    You cannot enable multiple content types in the Wiki Library

2. On the ribbon, under Library Tools, click the Library tab
3. In the Settings group, click Library settings.
4. In the General Settings section, select Advanced Settings.
5. In the Content Types section, click Yes under Allow management of content types?
6. Change any other settings that you want, and then click OK.

Turn on multiple content types in a list

1. Open the list or calendar for which you want to enable multiple content types.
2. On the ribbon, under List Tools, click the List tab.
3. In the Settings group, click List settings.
4. In the General Settings section, select Advanced Settings.
5. In the Content Types section, click Yes under Allow management of content types?
6. Change any other settings that you want, and then click OK.

Tags van Technorati: content Type,document library,lists,libraries,SharePoint 2010,SharePoint Foundation

Synchronize a SharePoint workspace with a SharePoint site, Library or List

 

Synchronize a SharePoint workspace with a SharePoint site

1. In your browser, navigate to the SharePoint site you want to synchronize.
2. Click the Site Actions menu, and then click Sync to SharePoint Workspace.
3. To selectively control which libraries and lists are downloaded:

1. Click Configure.
2. For each list or library, select it, and then in the Download box, select Headers Only (libraries only) or No Content. You can download the full content later on if you need to.

The first time you synchronize an entire site, it may take a few minutes to download all the files on your computer, but this occurs behind the scenes, so you can continue to work on other tasks.

NOTE    If the site contains subsites, these are not downloaded, but you could download those separately if you need to.

 

Synchronize a SharePoint workspace with a specific library or list

You can select a specific library or list, if that's all you need to work with from a site. You might want to be selective about what you download to save space on your personal computer or because you do not have permission to synchronize the rest of the site.

1. In your browser, navigate to the SharePoint site containing the list or library you want to synchronize.
2. Click the name of the list or library on the Quick Launch, or click Site Actions, click View All Site Content, and then in the appropriate list or library section, click the name of the list or library.

NOTE    A SharePoint site can be significantly modified in appearance and navigation. If you cannot locate an option, such as a command, button, or link, contact your administrator.

3. In the ribbon, on the List or Library tab, in the Connect & Export group, click Sync to SharePoint Workspace.

 

Tags van Technorati: SharePoint 2010,SharePoint Workspace 2010,SharePoint Foundation,Lists,Libraries

Save a list as a template

 

1. On the List tab, click List Settings.
2. Click Save list as template.
3. Give the template a file name.
4. Then, under Template name, type a name for the template. This name will appear in the New dialog box for the site.
5. Type a brief description as well. This will appear in the New dialog box for the site.
6. If you want to include the items (rows) in your template, click Include Content.
7. Click OK, and then click OK again. Your template will now appear on Site Actions menu, More Options, List.

Tags van Technorati: Lists,Template

Use Enhance Rich Text for a column

 

1. On the List tab, click Create Column.
2. Name the column, and then choose Multiple lines of text.
3. In the Additional Column Settings section, click Enhanced rich text, and then click OK.

Tags van Technorati: Columns,Lists

Add an Edit button to your rows

 

On the List tab, click Modify View.

In the Columns section, click the checkbox for Edit (linked to item), and then on  the right, change its position to 1.

Scroll to the bottom, and then click the OK button.

Tags van Technorati: Edit Button,Views,Columns

Create a List based on a Spreadsheet in SharePoint 2010

 

Before you import, prepare your data

• The top row of your spreadsheet should consist of labels or headers. Each label should describe the contents of the data beneath it.
• Make sure your information is properly separated so that later it can be sorted easily. For example, you may have a column called “Name” that contains the first and last name of a customer. However, you might want to separate that column into two columns, one for “First name” and one for “Last name.”
• A list should not contain any blank rows, blank columns, or empty cells.

How to convert your data in Microsoft Excel into a table

1. Click inside the range of data.
2. On the Home tab, click Format as Table, and then choose any style.
3. Verify that the correct range of cells is selected.
4. Make sure the My table has headers check box is selected.
5. Click OK.

How to import an Excel spreadsheet

1. Close Excel.
2. On the Site Actions menu, click More Options.
3. On the left, click List.
4. Select Import Spreadsheet.
5. Click Create.
6. Name the list and enter a description.
7. Click Browse and then select the spreadsheet you want to import.
8. Click Open.
9. Click Import.
10. If the Excel icon is blinking on the taskbar at the bottom of your screen, click the icon, and then click the file name of the file you want to import.
11. For Select Range, click the table range.
12. Click Import.

 

 

Create a list from a spreadsheet in Excel 2010

1. Open your spreadsheet in Excel 2010.
2. Select your data. On the Home tab, click Format as Table and then choose a table style you like.
3. If your data has column headers, click to select My table has headers, and then click OK.
4. On the Design tab, click Export, and then click Export Table to SharePoint List.
5. For Address, type the URL for the site.
6. For Name, type the name you want for the list itself.
7. For Description, type a short description.
8. Click Next. And then click Finish.

Tags van Technorati: Lists,Spreadsheet,SharePoint 2010,Microsoft Excel

Use a Text Filter Web Part

 

First, insert a simple web part that displays your list data.

1. Go to the page where you want the data.
2. On the Page tab, click Edit.
3. Do one of the following:
   a) Click an area where you want the data to be placed. Then on the Insert tab, click Web Part
   b) Click Add a Web Part
4. On the left, click Lists and Libraries.
5. On the right, click the name of your list or library, and then click Add.

Second, insert the text filter web part.

1. On the Page tab, click Edit.
2. Do one of the following:
   a) Click an area where you want the text filter to be placed. Then on the Insert tab, click Web Part
   b) Click Add a Web Part
3. On the left, click Filters. On the right, click Text Filter, and then click Add.
4. Change the name of the filter web part. In the upper-right corner of the web part, click the small arrow, and then click Edit Web Part
5. Under Filter Name, type a friendly name of the web part (something other than Text Filter).
6. Under Title, type a friendly name of the web part (something other than Text Filter).
7. In the lower-right, click Apply.
8. In the upper-right corner of the web part, click the small arrow, click Connections, and then click Send filter Values To, and then choose the list you want to send filter values to.
9. Click 2. Configure Connection
10. For Consumer Field Name, choose the column you want the filter value to be compared to.
11. Click Finish.
12. At the bottom of the web part panel, click OK to finish editing.
13. On the Page tab, click Save and Close.

Tags van Technorati: Lists,Text Filter,Web Part

Display List Data with a Chart in SharePoint 2010

• Display list data with a bar chart

• Display list data with a pie chart

Display list data with a bar chart

1. Go to the page where you want the bar chart.
2. On the Page tab, click Edit or Edit Page.
3. Do one of the following:
   a) Click an area where you want the chart to be placed. Then on the Insert tab, click Web Part
   b) Click Add a Web Part
4. On the left, click Business Data. On the right, click Chart Web Part, and then click Add.
5. Click Data & Appearance, and then click Connect Chart To Data.
6. Click Connect to a List, and then click Next.
7. Under List, select the list you want, and then click Next.
8. Click Next.
9. Choose columns for the Y Field and X Field.
10. Click Finish.

Display list data with a pie chart

1. Go to the page where you want the bar chart.
2. On the Page tab, click Edit or Edit Page.
3. Do one of the following:
   a) Click an area where you want the chart to be placed. Then on the Insert tab, click Web Part
   b) Click Add a Web Part
4. On the left, click Business Data. On the right, click Chart Web Part, and then click Add.
5. Click Data & Appearance, click OK, and then click Connect Chart To Data.
6. Click Connect to a List, and then click Next.
7. Under List, select the list you want to display in the chart, and then click Next.
8. Click Next.
9. Choose the proper columns for the Y Field and X Field.
10. Click Finish.
11. Click Data & Appearance, and then click Customize Your Chart.
12. On the left, click Pie, and then click a pie template on the right.
13. Click Next.
14. Select a theme, or specify width, height, and so on.
15. Click Next.
16. Choose title or legend options as necessary.
17. Click Finish.

Tags van Technorati: Chart,Web Part,Lists,SharePoint 2010

SharePoint 2010 Techniques for Managing Large Lists

 

How to create an index

1. Go to the list that you want to set an index for.
2. On the List tab, click List Settings.
3. Under Columns, click Indexed columns.
4. Click Create a new index.
5. Under Primary column for this index, select a column that you will frequently filter or sort on.
6. Click Create.
   Note: If you get an error preventing you from creating the index, you may need your administrator to create the index for you. Or, you may need to create the index during the Daily Time Window for Large Queries.

How to create folders

1. First enable the New Folder command. Go to the list that you want to create a folder for. On the List tab, click List Settings.
2. Click Advanced settings.
3. Under Make “New Folder” command available, click Yes, and then click OK.
4. Go back to the list. On the Items tab, click New Folder.

After you create folders in the list, you can then move items into those folders.

1. On the Site Actions menu, click Site Settings.
2. Under Site Administration, click Content and Structure.
   Note: This link is unavailable if you do not have the proper permissions, or if you are not using SharePoint Server.
3. On the left, click the name of your large list.
   Note: If you get an error preventing you from seeing your list here, you may need your administrator to move the items for you. Or, you may need to move the items during the Daily Time Window for Large Queries.
4. On the right, click the checkboxes for the items you want to move into folders.
5. On the Actions menu, click Move.
6. In the Move… dialog, click the plus sign next to your large list, and then click the folder you want to move the items to.
7. Click OK.

How to configure key filters

1. Go to the list that you want to set a key filter for.
2. On the List tab, click List Settings.
3. Click Metadata navigation settings.
4. Under Available Key Filter Fields, select the column you want to filter, and then click Add.
   Note: If you get an error preventing you from creating a key filter, you may need your administrator to create it for you. Or, you may need to create the key filter during the Daily Time Window for Large Queries.
5. Click OK.

Creating indices, key filters, or moving items in a large list

If your list has more than 5,000 items, errors may prevent you from creating indices, key filters, or moving items. However, one or more of following will solve this problem:

• Do these tasks during the Daily Time Window for Large Queries. Your administrator can establish this time window. Refer them to the section below entitled, “How to enable the Daily Time Window for Large Queries.”
• Ask your administrator to create indices, key filters, or move items for you.
• Obtain permissions that will allow you to create indices, key filters, and move items without errors and warnings. This essentially means becoming a member of the Administrators group in Windows Server. Note: This is often impractical at large organizations.

How to enable the Daily Time Window for Large Queries

1. In Central Administration, click Application Management on the left.
2. Click Manage web applications.
3. Select the web application that contains the large list.
4. Click General Settings, and then click Resource Throttling.
5. Under Daily Time Window for Large Queries, click to select Enable a daily time window for large queries.
6. Set a start time and duration when most of your users will not be working.
7. Click OK.

Tags van Technorati: Index,Folders,Query,Lists,Key Filters

How to configure Key Filters in SharePoint 2010

 

1. Go to the list that you want to set a key filter for.
2. On the List tab, click List Settings.
3. Click Metadata navigation settings.
4. Under Available Key Filter Fields, select the column you want to filter, and then click Add.
   Note: If you get an error preventing you from creating a key filter, you may need your administrator to create it for you. Or, you may need to create the key filter during the Daily Time Window for Large Queries.
5. Click OK.

Tags van Technorati: Lists,Key Filters,Query

How to create folders in a SharePoint List

 

First enable the New Folder command. Go to the list that you want to create a folder for. On the List tab, click List Settings.

Click Advanced settings.

Under Make “New Folder” command available, click Yes, and then click OK.

Go back to the list. On the Items tab, click New Folder.

After you create folders in the list, you can then move items into those folders.

1. On the Site Actions menu, click Site Settings.
2. Under Site Administration, click Content and Structure.
   Note: This link is unavailable if you do not have the proper permissions, or if you are not using SharePoint Server. (not available in SharePoint Foundation!)
3. On the left, click the name of your large list.
   Note: If you get an error preventing you from seeing your list here, you may need your administrator to move the items for you. Or, you may need to move the items during the Daily Time Window for Large Queries.
4. On the right, click the checkboxes for the items you want to move into folders.
5. On the Actions menu, click Move.
6. In the Move… dialog, click the plus sign next to your large list, and then click the folder you want to move the items to.
7. Click OK.

Tags van Technorati: Lists,Folders,Query